Concur Travel System Resources
The Purchasing Department has a, College liable, Purchasing Visa Card (PCard) that is used to purchase airline tickets for official College travel. All request for airline travel must be submitted via the Concur Travel System and the College’s Travel Agency, UniGlobe Travel Designers.
Advanced payments for lodging, airline tickets, rental cars and registration fees may be made by the College using the College-authorized procurement card, the Avis Direct Bill Account or a College check. Travel expenses that are not prepaid can be reimbursed upon completion of the trip, using the pre-approved Temporary Duty Elsewhere Leave form and the Travel Reconciliation.
Airline tickets, rental cars and hotel reservations shall be authorized and obtained by purchasing after the Concur Travel itinerary has been completed by the employee and approved by the supervisor and budget administrator.
Travel will be authorized based on the most economical fare available at the time of booking. Travel guidelines require the employee to make their airline reservations at least 14 days before the trip. Changes to airline tickets, cancellations, etc., will be handled directly by each employee and/or department. Personal travel taken in conjunction with official College travel will be at the employee’s expense.
Employees will be responsible for submitting the appropriate travel related receipts for reimbursement purposes. Meal receipts are not necessary, as they are at the State per diem rate of $6 (breakfast); $11 (lunch) and $19 (dinner). Mileage is also reimbursed at the State per diem rate of $0.445 per mile.
At the completion of each official College business trip (within five work days of the employee returning) the employee who traveled should complete a FKCC Travel Reconciliation form – reference Procedure 29.1 , attach receipts, meeting agenda and approved leave of absence. Upon completion, the travel reconciliation form and all supporting documentation must be forwarded to the department supervisor, Dean, VP and the President’s office for approval. All approved reconciliation forms will then be forwarded to the campus Business Office for further processing. Employees must attach original receipts for reimbursement.
Air Travel Tips
- To maximize your chances of getting the lowest fare, read the tips below. Don’t be afraid to experiment — try selecting different airlines, dates, and departure times, if possible.
- Make your reservation early. Many discount fares require that you make a reservation 7, 14, or 21 days before your trip, depending on the fare. Airlines sell only a limited number of seats at the lowest fares. When those seats sell out, the price goes up. Making a reservation as soon as you know your travel dates increases your chances of finding the lowest fare.
- Fly on a weekday. Flights on Tuesday, Wednesday, and Thursday usually have the lowest fares. Sometimes (but not always) fares are higher on Monday and Friday than on other weekdays. Saturday flights occasionally have discount fares, but as a rule it’s more expensive to fly on a weekend than a weekday.
- Stay over a Saturday night. Most low fares require that you stay over at least one Saturday night before your return flight. However, some fares may only require you to stay a minimum of three or four days.
- Stick to one airline. It’s almost always less expensive to use only one airline for a trip. In some cases, booking two airlines can cost hundreds of dollars more.
- Experiment with dates and times. If you don’t at first succeed, try an earlier or later flight. To get the lowest roundtrip fare, it must be available on both the departing and return flights you select. If the fare is sold out on either of these, the price you end up with will be much higher. Try an earlier or later flight if you can’t find the fare you want, or, if possible, consider flying on another day.
Employees will make all reservation via the Concur Travel System and UniGlobe Travel Designers.
Rental Cars and Airport Parking
AVIS Rental Car Company
Car rental reservations are restricted to the preferred contracted agency, AVIS. The size of the rental car shall not exceed Intermediate unless authorized by the department supervisor and budget manager.
It is required that all rentals be refueled prior to returning the vehicle or refueling charges may apply.
Rental Car Insurance
Employees are advised to decline insurance coverage when renting cars.
Employees are requested to use the most economical parking available to them at the time of their travel.